Legal Administrative Assistant

Requisition ID:  21820 

Remote Work Available: No 

Job Title: Legal Administrative Assistant

Reports To: Associate General Counsel

Department: Legal

FLSA Status: Non-Exempt

Location: Scottsdale HQ (on-site)

ROLE SUMMARY:

The Legal Administrative Assistant is a core operational role within the Legal Department, with primary responsibility for managing legal billing, administering the department's document management systems, and coordinating new matter intake and outside counsel/law firm onboarding. The role also owns day-to-day attorney calendar and schedule management, ensuring the department's lawyers are prepared, deadlines are tracked, and conflicts are resolved proactively. Supporting these core functions, the Legal Administrative Assistant administers systems such as Legal Tracker, SharePoint, prepares routine correspondence, and serves as a liaison with internal teams.

RESPONSIBILITIES:

• Own and maintain attorney and department calendars, including scheduling appointments, coordinating internal and external meetings, and prioritizing competing demands across multiple attorneys. Arrange meeting logistics (conference rooms, video conferencing, materials, travel) and proactively identify and resolve scheduling conflicts.
• Manage the end-to-end legal billing process, including intake, review, processing, and tracking of outside counsel invoices, settlement payments, and vendor payments through Legal Tracker and in coordination with Accounts Payable.
• Onboard new outside counsel and law firms, including collecting engagement letters, W-9s; and confirm acceptance of the Outside Counsel Billing Guidelines; serve as the primary point of contact for billing inquiries from outside counsel, vendors, Finance, and Accounts Payable, and escalate unresolved issues to attorneys or LegalOps.
• Administer the new matter intake process, including receiving and reviewing intake requests, opening and categorizing new matters in Legal Tracker, and ensuring required intake information and approvals are complete and accurate.
• Monitor and organize the Legal Department's shared Legal Inbox, triaging incoming requests and routing them to the appropriate attorney or team member for timely response.
• Administer and maintain the Legal Department's document management systems, ensuring documents are organized, properly named, version-controlled, and stored in accordance with department standards.
• Assist in creating, maintaining, and updating Legal Department process documentation, operational manuals, and standard operating procedures in conjunction with LegalOps, keeping all departmental records and resources current.
• Act as inter-departmental liaison as needed to support the Legal Department.
• Manage the Legal Department's Scottsdale office operations, including ordering and maintaining supplies and equipment, coordinating with facilities and building management, arranging repairs and service requests, and ensuring the workspace runs smoothly and is properly stocked and organized.
• Handle mailing and courier services for legal documents and filings, including business-critical mailings (FedEx/UPS/USPS, certified mail), and maintain records of such transmittals.
• Draft routine correspondence using attorney-approved templates.
• Provide clerical and general administrative support to the Legal Department and perform other administrative duties as assigned.

QUALIFICATIONS:

• High school diploma or equivalent required; Associate's/Bachelor's preferred.
• 4+ years in legal administration/operations.
• Demonstrated experience managing legal billing; proficiency with legal e-billing/matter management platforms (Legal Tracker or similar).
• Experience with new matter intake and onboarding of outside counsel/law firms.
• Strong document and records management skills, including experience with Microsoft Office, DocuSign, SharePoint (or comparable document repositories).
• Demonstrated skill in leveraging technology to improve efficiency, workflow, and quality.
• Proven ability to manage complex attorney calendars, deadlines, and competing priorities.
• Experience partnering with multiple internal and external business and legal partners.
• Excellent organizational and communication skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Comfortable and capable of working with little supervision and within variable degrees of supervision, solo and within a lean in-house team, in a fast-paced environment to prioritize workload, support high-volume contracting needs, and scale legal operations across a growing, multistate organization.
• Understand and adapt to various competing business and legal needs.

WORK CONDITIONS & SCHEDULE:

• Full time - variable (typically M-F, business hours may occasionally begin in Eastern Time Zone through Pacific Time Zone); because this role supports business partners and coordinates with outside counsel in all U.S. time zones, some flexibility in workday is required.
• Type or otherwise input text in computer and manipulate mouse or similar adaptive device.
• Speak clearly on telephone, in remote meetings and in person so listeners can understand.
• Understand the speech of another person on telephone, in remote meetings and in person.

Trulieve job description is not designed to contain all activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.

Trulieve is an equal-opportunity employer. Qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Please apply directly through our official careers site or authorized recruitment channels.  Using third-party application services may create issues with your applicant profile and lead to processing delays. 

Salary will be commensurate with experience.   A comprehensive benefits package including paid time off is offered with this position. 

Trulieve provides equal employment opportunities to all employees and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, pregnancy or any other characteristic protected by federal, state or local laws.